Administrative Assistant

Metro Community Health Center; Pittsburgh (Allegheny County); On-site; USD 36,000 - 55,000; Full time

Benefits offered by this job

Premium health insurance

Dental and vision coverage

401(k) with match

Paid time off: 20 days + holidays

Parental leave: 2 weeks

Job summary

Metro Community Health Center is seeking an experienced administrative professional to provide high-level support to the CEO and senior executives in Pittsburgh. The role requires professional interaction with clientele, staff, and community partners, and a strong ability to manage time and deadlines.

You will handle board minutes, correspondence, meetings, and travel arrangements, while ensuring HIPAA compliance and confidential handling of information.

Qualifications

• Typing speed of 50 words per minute or faster
• Extensive knowledge of office administration and recordkeeping
• High School Diploma or GED with one year of administrative assistant experience
• Ability to handle multiple projects and prioritize time effectively
• Excellent oral and written communication skills

Responsibilities

• Provide administrative support to the CEO, CMO, COO, CFO and other staff
• Coordinate with external vendors and ensure timely communication
• Ensure HIPAA compliance in daily activities
• Maintain executive schedules and coordinate meetings, conferences, and travel
• Prepare letters, reports, and materials for internal and external audiences
• Maintain executive documents and filing systems
• Greet clients and visitors and provide information as needed
• Handle confidential information with discretion

Skills

Typing 50 wpm

Excellent communication

Organizational skills

Time management

Data entry

Education

High School Diploma or GED

Tools

MS Word

Excel

Access

Job description

Job Details: Job Location: Legal Address - Pittsburgh, PA, Salary Range: Undisclosed, Position Reports To: Chief Executive Officer

FLSA: Non-Exempt

Positions reporting into this job: None

• MCHC pays 100% of the employee premium for UPMC Medical, United Concordia dental, STD, LTD and Life insurance
• VBA vision coverage is offered as voluntary coverage that paid for by the employee
• Medical and Dependent Care FSA and HRA
• 2 weeks of paid parental leave
• 20 days (4 weeks) of PTO for your 1st two years
• 12 paid holidays
• 401k with a 4% match

JOB SUMMARY:

Must have excellent communication and organizational skills, ability to interface professionally and competently with clientele, staff members and community partners. Ability to prioritize, manage time and multi-task workload. Own transportation and flexibility with work schedule required. Requires critical thinking skills. Desire to work closely with homeless and underserved population. Experience in data entry, Access, MS Word, Excel. Knowledge of community resources helpful. Must have excellent organizational skills and attention to detail, and excellent time management skills with proven ability to meet deadlines.

ESSENTIAL FUNCTIONS:

• Administrative support to the CEO, CMO, COO, CFO when needed, as well as other staff.
• Work effectively with external vendors
• Compliance with HIPAA
• Regular attendance
• Produces information and reports by transcribing, formatting, inputting, editing, retrieving, copying, and transmitting text, data, and graphics
• Reads, research, and routes executive correspondences
• Drafts letters and documents for internal and external audiences
• Maintains executive's appointment schedule by planning and scheduling meetings, conferences, teleconferences, and travel

Qualifications: POSITION REQUIREMENTS

• 1. Performs all needed typing; including transcription of Board meeting minutes, committee minutes, notice of meetings, reports, etc.
• 2. Responsible for assembling and distribution of materials for Board meetings each month.
• 3. Calls Board of Directors and committee members as needed to determine attendance for meetings.
• 4. Assists in the revision of policies, records, and forms, types up revisions, and assembles manual when necessary.
• 5. Types with speed and accuracy from dictation, rough draft, or general instructions.
• 6. Makes and collates copies of reports, minutes, etc., prepares materials for outside printing when appropriate.
• 7. Maintains administrative files.
• 8. Excellent oral and written communication skills
• 9. Greets clients, patients and visitors who call in to or visit the site and provides solutions to customer problems in a timely manner, achieving a high level of customer satisfaction through polite and professional communication
• 10. Provides visitors and callers with information on Metro Community Health Center, such as address, directions, fax numbers, website and other related information and directs phone calls and inquiries requesting information to the appropriate staff member
• 11. Handles sensitive information in a confidential manner
• 12. Maintains supplies inventory by checking stock to determine inventory level; anticipating needed supplies; placing and expediting orders for supplies; verifying receipt of supplies
• 13. Prepares invoices and reports to funding agencies as needed under the direction of the senior team.
• 14. This position abides by the policies and procedures of Metro Community Health Center.
• 15. Performs any other duties as assigned.

EDUCATION/KNOWLEWDGE/ABILITIES:

• Types with speed and accuracy from dictation, rough draft, or general instructions
• Ability to function well in a high-paced and at times stressful environment
• Extensive knowledge of office administration, clerical procedures, and recordkeeping systems.
• Able to type minimum of 50 words per minute.
• Ability to use office equipment including but not limited to computers, fax machines, telephones and copiers
• High School Diploma or GED and one year of administrative assistant experience, or any equivalent combination of experience and training
• Ability to handle multiple projects
• Ability to prioritize and manage time

PHYSICAL REQUIREMENTS:

While performing the duties of this job, the employee is regularly required to sit; use hands to manipulate objects, tools or controls; reach with hands and arms; and talk and hear. The employee must frequently lift and/or move up to 10 pounds and occasionally lift and/or move up to 50 pounds. Specific vision abilities required by this job include close vision, distance vision, peripheral vision, depth perception and the ability to adjust focus. Noise level in the work environment is usually quiet.